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Home > CORE > Retail Dashboard > CORE | Manage Outstanding Payments
CORE | Manage Outstanding Payments
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Overview

This article covers how to manage outstanding payments in CORE. These occur when a transaction is not completed — due to missing payment details, unaccepted agreements, or skipped payment selection during checkout. You can manage these either from the client file or via the Retail Dashboard.

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Prerequisites

  • Admin or staff access to CORE
  • Client account with an existing outstanding payment
  • Access to the Retail Dashboard

Step-by-step instructions


Method 1: From the client file

  1. Go to Clients and search for the client.
  2. Navigate to the Payments tab.
  3. Scroll to the Outstanding Payments section.
  4. You’ll see:
    • View Details icon
    • Email Reminder icon
    • Green Shopping Cart (to retry payment)
    • Bin Icon (to delete the transaction)
  5. If the client has since updated their payment details:
    • Click the Green Shopping Cart.
    • Click Pay Securely.
    • A confirmation will appear: “Payment successfully processed.”

Tip: Outstanding payments may result from missing card/bank info or not accepting package agreements.

 

 

 

 

 

 

 


Method 2: From the Retail Dashboard

  1. Go to Payments > Retail Dashboard.
  2. Click into Outstanding Payments.
  3. A list of all clients with pending invoices will populate.
  4. View details like:
    • Client name and contact
    • Invoice date
    • Outstanding amount
    • Package or membership type
  5. Use the same action icons:
    • View Details
    • Email Reminder
    • Retry Payment (Shopping Cart)
    • Delete Invoice (Bin)
  6. Click the Green Shopping Cart, then click Pay Securely to retry.

Tip: Make it part of your daily or weekly routine to check and clear this list.

 

 

 


How outstanding payments are created

Outstanding payments often occur when selling a membership or package and skipping the payment method selection.

  1. Go to Payments > New Sale.
  2. Add a package (e.g. 3-Month Membership) to the cart.
  3. Add the relevant client.
  4. If you skip choosing a payment method (e.g. Credit Card, Cash, EFTPOS):
    • The invoice will remain Pending.
    • It will appear in Outstanding Payments.

Tip: Always select a payment method before confirming a sale to avoid creating unintentional pending transactions.

 

 

 

 


Expected outcome

Outstanding payments are clearly visible from both the client file and the Retail Dashboard. You can retry or remove them as needed, and ensure client records remain accurate.


FAQs

Q: Why do some payments remain pending?

A: The payment method was never selected at checkout, or the client lacks billing details.

Q: Can clients fix the payment themselves?

A: Yes — once they update their payment details, staff can process the payment manually.

Q: What happens if I remove an outstanding payment?

A: It deletes the transaction record — only do this if you’re confident it’s not needed.


Still need help?

Reach out to our support team via [email protected]

 

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